State Leadership Resources

Are you a new state president or president elect? Don't know where to start?  The resources below are for you!  These resources will help orient you to ASTA and state association leadership.

Download the Chapter Leadership Handbook. Great for all state leaders, this guide provides practical how-to steps on various aspects of management, including finances, legal and tax issues, conference planning, board meetings, deadlines and more!

State Chapter Template Resources

Click here to access State Chapter Template Resources such as:

• Composer Agreement Template
• Author Contract Template
• Annual Meeting Script Template
• Presenter Agreement Template

Financial Deadlines

Treasurer’s Report - Due to ASTA by February 15 and August 15 each year
State chapters must submit an online treasurer's report to ASTA twice a year in order to receive state rebates.
Due dates:
  - February 15 (for 6 months ending December 31)
  - August 15 (for 6 months ending June 30)

Commercial General Liability Insurance Election - Due to ASTA by December 31 each year

It is important to ensure that all state chapters secure the appropriate liability insurance. ASTA has secured a group liability insurance policy for state chapters that elect to be named insureds. The policy includes general liability insurance at no cost to the chapter. The general liability coverage may be extended for special events but must be scheduled on the policy, and there may be an additional premium for certain events, including those lasting more than five days, those with more than 500 attendees, and day or overnight camps. Please click here for more details about special event coverage and exceptions that would require it.

Questions regarding this general liability policy, along with requests for a certificate of liability insurance, should be directed to:
Piden Sok
Huntington T. Block
1120 20th Street, NW, 6th Floor
Washington, D.C. 20036
(202) 862-5346
Piden.Sok@huntingtontblock.com

Because insurance policies and issues vary greatly among states and events, please understand that the national office is unable to advise state chapters on specific insurance issues - state chapters MUST contact Piden Sok at Huntington T. Block. When requesting a certificate of liability insurance, be prepared to provide the following information: name of event, date(s) of event, venue name and address, contact name, address, and email address, and a summary of activities. Please allow 7 to 10 business days when requesting a certificate of liability insurance.

To include your chapter in the ASTA liability policy, please download the form below, complete it, and submit it to the ASTA national office by December 31 each year.

Exemption from Federal Income Tax Under Section 501(c)(3) - Due to ASTA by December 31 each year
The IRS requires that the American String Teachers Association, Inc., annually update the subordinates information for those chapters choosing to be included in the 501(c)(3) group exemption. In an effort to provide the most up-to-date information to the IRS, please send ASTA your EIN number by December 31 each year. You can use the Chapter Tax Insurance Form above.


1099 Forms - Due to individuals by January 31
All persons or contractors earning more than $600 annually from the state chapter must receive a Form 1099. These forms are due to individual(s) no later than January 31 of the following year and to the IRS no later than February 28 of the following year. For more information on the 1099 process, please visit http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/Forms-and-Associated-Taxes-for-Independent-Contractors.


990 E-Postcard
Small tax-exempt organizations with annual gross receipts that are normally $50,000 or less may be required to electronically submit Form 990-N, also known as the e-Postcard, unless they choose to file a complete Form 990 or Form 990-EZ. For more information on the 990 process, please visit here. Make sure you file your IRS 990 annually!  Click on the link below for how to file, why it's so important and what to do if you didn't file.

If your chapter's exempt status was revoked and you need to apply for reinstatement, click below for helpful information and guidelines.

Governance

Chapter Leadership Roster
ASTA needs to have a current roster of all state chapter board officers — to process state rebates and to keep the ASTA website up to date. To update your chapter’s officer list, please complete the form: State Chapter Officers Updates Form.

Membership 

Mailing Lists and Member Database - Please allow 5-7 business days for fulfillment 
An association’s greatest asset is its members and their contact information. It is also considered the Intellectual Property of ASTA.  ASTA shares its membership rosters and contact information with official state leaders and for the sole purpose of promoting ASTA and state activities. Please remember: Some members do not wish to receive any correspondence from anyone other than ASTA. Therefore, state lists must not be rented or distributed to any company, organization, person, or other entity for any reason.

The national office can send current membership rosters to state chapter presidents only or one designated state leader upon request. However, we encourage you to coordinate state activities needs so that requests are coordinated and occur no more than once a month. Please remember: The ASTA membership roster changes daily as business transactions occur. We endeavor to send you the most up to date information, but we encourage you to also use the online member directory to check membership status.

Please plan ahead so there is adequate time to prepare member labels or files. Label and membership report requests typically take 5 to 7 business days to process. Requests must be submitted in writing to asta@astastrings.org.

ASTA State Chapter Awards

Application deadline January 31

We encourage our chapters to submit applications for annual awards in several categories, including best website, best newsletter, outstanding chapter, and more. The awards are presented annually at the ASTA National Conference and announced in ASTA digital, print, and social media.

Get details on how to apply.